14 FAH-1 H-420
INTERNAL REQUISITIONING
PROCEDURES
(CT:PPM-2; 07-27-2005)
(Office of Origin: A/LM)
14 FAH-1 H-421 INTERNAL REQUISITIONING
PROCEDURES
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. The post supply and equipment support operation
requires an effective requisitioning system. The requisitioning system must
incorporate controls and processing disciplines that ensure that U.S.
Government property is protected from theft and unauthorized use. For example,
all requests for supplies and equipment must be documented on requisition
forms, must have a supervisory level authorization and approval by the
accountable property officer (APO), and should be posted to the stock records
before property is issued. As a temporary measure, the APO may delegate
authority for approving requests. However, the delegation must be in writing
and must include specific policy guidelines and instructions.
b. The requisitioning system shall also provide for
request documentation and approval for repairs to personal property, as well as
a procedure for ensuring that necessary repair data and cost information are
obtained for the property maintenance records. To prevent excessive repair costs,
maintenance records shall be reviewed annually and repair information analyzed
to identify trouble prone items that should be disposed of. The Maintenance
Detail Report will assist posts using the nonexpendable property application
(NEPA).
c. When property is delivered to ordering offices or
to residences, the individual receiving the delivery shall sign the delivery
document.
14 FAH-1 H-421.1 Stock Catalog
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
To assist the requestor in identifying items that are
stocked and to facilitate order processing, the general services office should
prepare and distribute a stock list or catalog of those expendable supply items
available. Minimally, the information contained in the catalog should include
stock number, item description, unit of issue, item cost, and any special
instructions regarding order preparation and submission (e.g., if your stock
control cards are set up in numerical sequence according to stock number,
submission of orders should be in that format in order to facilitate stock
record posting). Other information might include delivery schedules and/or
designated times for offices to pick up orders, instructions that expendable
and nonexpendable items are not to be included on the same request, and that
stock items are not to be on the same request as items which are not stocked
(items which are not stocked require procurement action and will be processed
differently). The catalog should also inform the requestor that the general
services office reserves the right to verify the need for quantities which they
consider excessive.
14 FAH-1 H-421.2 Document Control
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. It is important that control be exercised over all
incoming requests for supplies, equipment, and maintenance/repair. This can be
accomplished by assigning a control number to each request and entering the
requests in a control log. It is suggested that expendable property requests,
nonexpendable property requests, turn-in requests, and requests for
maintenance/repair each be assigned a separate series of numbers, and that a
new series of numbers be employed each fiscal year. For example, the control
number assigned to the first expendable supply request received in fiscal year
2002 could be EXP/00-1, the first nonexpendable request NXP/00-1, and the first
maintenance/repair request M/00-1. If maintenance/repair requests are being
handled by a maintenance office, a control point should be established in that
office.
b. To avoid confusion and error in the assignment of
numbers, logs should be established to maintain a record of control numbers
assigned. Also, the responsibility for assigning numbers should be given to a
single individual (document control clerk). As numbers are assigned, control
numbers are entered on the requests, and request data and control numbers are
entered in the log.
14 FAH-1 H-421.3 Files
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. To support purchase actions, stock issues, and
repair/maintenance actions taken, customer files are maintained on all requests
processed on behalf of offices and customer agencies. A separate set of active
and completed files should be established for expendable property,
nonexpendable office property, nonexpendable residence property (the residence
furniture and equipment file will serve this purpose, see 14 FAH-1
H-614.2), and repair/maintenance for each agency serviced. If a
maintenance officer is assigned to post, the files for maintenance requests
should be kept in the maintenance office.
b. An individual folder should be maintained in control
number sequence for each requisition or purchase order processed. All related
documents (e.g., specifications, receiving reports, etc.) are filed together.
c. New files must be established each fiscal year.
d. Request documents shall be kept on file as follows:
(1) Form DS-1953, Expendable Supply Issue/Turn-In
Request: Discard one year after completion;
(2) Form DS-584, Nonexpendable Property Transaction:
Discard two years after completion;
(3) Form DS-127, Receiving and Inspection Report,
covering a return to stock: Discard after next physical inventory;
(4) Form DS-585, Repair/Maintenance Request: May be
discarded after one year; and
(5) Commercial work order/service receipts: May be
discarded after one year.
e. The files should be reviewed at least quarterly to
dispose of time-expired records.
14 FAH-1 H-421.4 Expendable
Supplies
14 FAH-1 H-421.4-1 Issue Requests
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. An office requesting expendable supplies should
prepare Form DS-583, Expendable Supply Issue/Turn-In Request, have it
authorized by the office supervisor, keep a copy, and forward the original copy
to the general services office. Requests for items that are not stocked by the
general services office will require procurement action. These items should be
ordered on separate requests and requests must include a justification.
Requests for restricted items (e.g., U.S. Government travel requests (GTRs),
U.S. Government bills of lading (GBLs)), and any other items designated as
restricted by the accountable property officer (APO) must be submitted
separately from other supply items.
b. Form DS-583 should be prepared by the maintenance
office or the general services office for stock items to be used by the
maintenance office while performing services to offices or residences.
c. If a preprinted supply list is used as an order
form, allowing the customer to insert quantities required, a copy of this form
should be attached to Form DS-583 and submitted to the general services office
for approval and stock record posting before supplies are issued.
14 FAH-1 H-421.4-2 Preparation
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
The 14 FAH-1
Exhibit H-421.4-2 is an example of Form DS-583, Expendable Supply
Issue/Turn-In Request, prepared for ordering expendable supplies. The
preparation instructions connected with the exhibit provide, for ordering
offices, guidance on which data fields on the form should be completed. Data
field numbers correspond to the circled numbers on the exhibit. Data fields
not addressed do not apply. If a continuation sheet is necessary,
ordering offices are to use Form DS-583-A, Expendable Supply, Issue/Turn-In,
Request (Continuation Sheet).
14 FAH-1 H-421.4-3 General
Services Office Action
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
The following actions should be taken by the general
services office in the sequence indicated.
14 FAH-1 H-421.4-3(A) Review
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. To avoid confusion and to make certain that all
incoming requests are properly reviewed, responsibility for the reviewing
process should be given to the individual responsible for assigning control
numbers and entering request data in the control log. The review should ensure
that all of the required data fields have been completed, and that
justification has been provided, if the request is for a nonstock item which
will require procurement action. The screening clerk should be provided with a
list of controlled items (e.g., U.S. Government bill of lading (GBL) and U.S.
Government travel request (GTR)) and, if a controlled item appears on a request
with other supply items, it should be brought to the attention of the
accountable property officer (APO). If a request is incomplete, all copies
should be returned to the ordering office with appropriate instructions.
b. Since approved requests for nonstock items will be
passed to the procurement section for action, delete nonstock items included on
stock requisitions, and instruct the requesting office to reorder.
14 FAH-1 H-421.4-3(B) Approve/Disapprove
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. If the accountable property officer (APO)
disapproves the request, he or she will note the reason for doing so in the
description field on the request, indicate disapproval, sign, and date in data
field [20], and return all copies to the ordering office.
b. When the APO approves a request for stock, he or she
will indicate approval, sign, and date in field [20], and pass to the
document control clerk.
14 FAH-1 H-421.4-3(C) Document
Control
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
See general services office input to Form DS-583 in 14 FAH-1
Exhibit H-421.4-3(C).
14 FAH-1 H-421.4-3(D) Excessive
Quantities
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
If the stock control clerk finds that some quantities are
excessive, that clerk will contact the ordering office to work out an adjusted
quantity, and then will make appropriate changes on the request.
14 FAH-1 H-421.4-3(E) Substituting
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
If an item is out of stock and a substitute is available,
the stock control clerk should contact the ordering office and request approval
to substitute. If no substitute is available, the item should be back ordered.
14 FAH-1 H-421.4-3(F) Back
Ordering
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. If an item is in short supply, the amount which will
not be filled immediately should be back ordered. Back ordering, rather than
canceling unfilled items, provides a better item demand picture for stock
replenishment purposes and saves the customer from having to reorder.
b. Posts may use the following procedure for back
ordering:
(1) When the stock balance is zero, this can be noted
on the request by putting a NIS (Not in Stock) and "B/O" to the left
of the quantity;
(2) If an item is in short supply, the stock control
clerk should determine what quantity can be supplied at that time, mark through
the quantity requested, and note the quantity being supplied and the quantity
being back ordered;
(3) If a post does not have an automated stock control
system and is still using stock control cards, a back order record can be
created using a 3in x 5in card filed with or attached to the stock control
card. When a back order is entered on the card, the stock number (or item
description in the absence of a stock number), control number, request date,
ordering office, and quantity ordered should be recorded;
(4) A processing document will be needed to fill back
orders at a later date. If a separate back order form is not used, make a
photocopy of the original request once it is posted and keep it in the file to
serve as a master back order document. If only one item is back ordered, the
master can be used as the processing document when replenishment stock is
received. The back ordered item being filled is identified on the copy by circling
it with pen or pencil, and the item is posted to the property records. If
several items have been back ordered, additional copies are made as needed; and
(5) Completed back order documents are returned to the
order file until the order is completed, after which the documents are
transferred to the completed file.
14 FAH-1 H-421.4-3(G) Copy
Distribution
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. When the order has been posted, the stock control
clerk will initial and date the action office copy (see 14 FAH-1
Exhibit H-421.4.3(C)) and distribute as stated in paragraph b of this
section.
b. The original is forwarded to the warehouse/supply
room, and a copy made to be placed in a pending file until the original is
returned. When the completed original is returned from the warehouse/supply
room, it is placed in the completed file and the pending copy is discarded.
14 FAH-1 H-421.4-4 Supply Receipt
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. Upon delivery of the supplies, an authorized individual
signs for receipt. After delivery has been made, the requisition is reviewed
by a warehouse/supply room supervisor to ensure that the authorized individual
had signed for supplies (field [22] on 14 FAH-1
Exhibit H-421.4.3(C)). If the supplies were not signed for, arrangements
are made to obtain the signature of the authorized individual. When supplies
are picked up, supply room personnel ensure that the customer signs for
receipt.
b. Ordering offices should be advised to review the
original at the time of delivery, because adjustment or back order notations
will inform them of actions taken.
c. The original is then returned to the general
services office.
14 FAH-1 H-421.4-5 Final Log
Entry
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
The request completion date should be entered in the
control log before the request is filed.
14 FAH-1 H-421.4-6 Reimbursement
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
A record of supplies issued to customer agencies must be
kept so that the general services office can provide the budget office with an
accounting for reimbursement purposes. Generally, this is accomplished by
totaling the dollar value of supplies issued to each agency at the end of each
quarter. The report for the budget office should list, by agency, the dollar
value of supplies issued during the quarter.
14 FAH-1 H-421.5 Office Property
14 FAH-1 H-421.5-1 Issue Requests
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
An office requesting nonexpendable property (furniture,
machines, etc.) should prepare Form DS-584, Nonexpendable Property Transaction,
have it authorized by the supervisor in charge, keep a copy, and submit the
original to the general services office. All requests must include a
justification.
14 FAH-1 H-421.5-2 Preparation
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
The 14 FAH-1
Exhibit H-421.5-2 is an example of Form DS-584, Nonexpendable Property
Transaction, used to request office furniture to replace old and worn
furniture. Actions needed are the issuance of furniture from stock and the
pick up and return of old furniture to the warehouse.
14 FAH-1 H-421.5-3 General
Services Officer Action
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
The following actions should be taken by the general
services office in the sequence indicated. The data field numbers referred to
relate to the circled numbers in each field on 14 FAH-1
Exhibit H-421.5-2.
14 FAH-1 H-421.5-3(A) Review
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. To avoid confusion and to make certain that all incoming
requests are properly reviewed, responsibility for the reviewing process should
be given to the individual who assigns control numbers and enters request data
in the control log. The review should ensure that all of the required data
fields have been completed. If the request is incomplete, all copies should be
returned to the ordering office with appropriate instructions.
b. The request is then compared with stock records to
determine whether it can be filled from existing stock. Since approved requests
for nonstock items will be passed to the procurement section for action,
nonstock items included on stock requisitions should be deleted, and the
requesting office instructed to reorder. Before procurement action is taken
for an item not carried in stock, excess property at post and notices of excess
property available from other posts in the geographic area shall be screened to
determine whether the item can be supplied from either of these sources. Posts
should also contact other U.S. Government agencies and any Department of
Defense reutilization and marketing offices (DRMOs) in the region.
14 FAH-1 H-421.5-3(B) Approve/Disapprove
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. If the accountable property officer (APO)
disapproves the request, that officer will note the reason for doing so in the
Justification/Remarks field (see field [11] in 14 FAH-1
Exhibit H-421.5-2 on the request, sign and date in the Approving Officer
field (field [13] in the exhibit), and return all copies to the ordering
office.
b. When the APO approves a request for stock, that
officer will indicate approval by signing and dating (see field [13] in 14 FAH-1
Exhibit H-421.5-2.
c. At this point, the APO should also include any
instructions to the warehouse. The Justification/Remarks field (see field [11]
on the exhibit) is a multi-use field and, even though a requisitioner
justification may already be entered, the field can also be used to provide
instructions to the warehouse. In the exhibit, the instructions are to provide
the general services office with property numbers of items issued and property
numbers and condition codes of items turned in, so that property record changes
can be made.
d. The request is then passed to the document control
clerk.
14 FAH-1 H-421.5-3(C) Document
Control
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
The request is assigned the next control number in the
nonexpendable property log, the number is entered on the request (see field [4]
on 14
FAH-1 Exhibit H-421.5-2), and an entry is made in the log.
14 FAH-1 H-421.5-3(D) Out of
Stock
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
If an approved item is temporarily out of stock, the
ordering office should be contacted and a substitute recommended, if one is
available. If a substitute is not available, the item should be deleted from
the request, and the ordering office advised of the due in date and instructed
to reorder the item at that time.
14 FAH-1 H-421.5-3(E) Copy
Distribution
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
Forward the original to the warehouse for action. Keep
the copy in a pending file until the action is completed, and then replace it
in the file with the original.
14 FAH-1 H-421.5-4 Warehouse
Action
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. After delivery has been made, the requisition should
be reviewed by a warehouse supervisor to ensure that receipt of the property
has been signed for (field [23] in 14 FAH-1
Exhibit H-421.5-2). If it was not signed for, arrangements should be made
to obtain the signature of the authorized individual.
b. Property turned in when new property is delivered is
signed for by a warehouse supervisor to confirm that the property to be
returned was received. The signature should be placed in the Description
field, since the individual receiving the new property will have used field [23]
(see 14
FAH-1 Exhibit H-421.5-2).
c. Property numbers of items issued, and property
numbers and condition codes of items turned in, at posts using the
nonexpendable property application (NEPA), should be entered on the action
document (see field [15] in 14 FAH-1
Exhibit H-421.5-2).
d. Completed/signed originals of action documents are
returned to the general services office.
14 FAH-1 H-421.5-5 Posting to
Property Records
(CT:PPM-2; 07-27-2005)
(Uniform State/USAID)
a. Records are posted for property issued and turned in
after the completed and signed original is returned to the general services
office. Item cost, as indicated on property records, may also be added to the
request at this time.
b. Posting to the nonexpendable property application
(NEPA) for issued items consists of changing some of the data fields. For
example, when capitalized property is issued from stock, the date is entered in
the Date Issued field.
c. Accountability records must be maintained for
turned-in property being held in the warehouse, pending its final disposition
(see 14 FAM 414.1-1). When changing the
record to reflect the warehouse as the new location, for turned-in property on
NEPA, it is recommended that a sub-room location be established and identified
as "TURN-IN" and that the property be kept in this location until
final disposition of the property is made and transferred to other records
(e.g., stock control records, disposal records, etc.). For property not on
NEPA, it is recommended that Form OF-131, Stock Control Card, be used to
establish such records.
d. The property records clerk will make the necessary
records adjustment, and initial and date the Form DS-584, Nonexpendable
Property Transaction (see field [22] in 14 FAH-1
Exhibit H-421.5-2).
14 FAH-1 H-421.5-6 Final Log
Entry
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
The date that the request was posted to the property
records should be entered in the control log, before the request is filed.
14 FAH-1 H-421.6 Residence
Furniture, Furnishings, and Appliances
14 FAH-1 H-421.6-1 Issue Requests
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
Form DS-584, Nonexpendable Property Transaction, should be
used to request residence furniture, furnishings, and appliances. The
procedure for initiating requests is left to the discretion of the accountable
property officer (APO). However, all requests and approvals must be
documented. The APO may wish to allow the resident to place a request by
phone, and later prepare the Form DS-584 in the general services office, or
that officer may require that the resident prepare the form and submit it to
the general services office. If residents are to prepare the form, a copy of
the form should be made available in a convenient location along with
instructions for completing the form.
14 FAH-1 H-421.6-2 Preparation
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
The 14 FAH-1
Exhibit H-421.6-2 is a sample of Form DS-584, Nonexpendable Property
Transaction, prepared by the requestor, for six dining room chairs to replace
six worn chairs. The transactions needed are to issue furniture from stock and
to pick up old furniture and return it to the warehouse. The requestor should
make a copy of Form DS-584 and forward the original to the general services
office.
14 FAH-1 H-421.6-3 General
Services Office Action
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
The following actions should be taken by the general
services office in the sequence indicated. The data field numbers referred to
correspond to the circled numbers in each field on 14 FAH-1
Exhibit H-421.6-2.
14 FAH-1 H-421.6-3(A) Review
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. To ensure that all of the required data fields have
been completed, requests prepared by the resident should be reviewed upon
receipt. To avoid confusion and to make certain that all incoming requests are
properly reviewed, responsibility for the reviewing process should be clearly
assigned. If the request is incomplete, all necessary fields should be
completed before the request is processed.
b. If a nonstock item is included on a stock
requisition and the accountable property officer (APO) has approved purchase,
that item should be lined out and the requestor notified and instructed to
reorder the item on a separate order. Acceptable requests are passed to the
APO.
14 FAH-1 H-421.6-3(B) Approve/Disapprove
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. If the accountable property officer (APO)
disapproves the request, that officer will note the reason for doing so in the
Justification/Remarks field (see field [11] in 14 FAH-1
Exhibit H-421.6-2) on the request, and sign and date in the Approving
Officer field (field [13] in the exhibit). The original is retained in
the completed files and the copy is returned to the requestor.
b. When the APO approves a request for stock, he or she
will indicate approval by signing and dating (see field [13] in 14 FAH-1
Exhibit H-421.6-2).
c. At this point, the APO should also include any
instructions to the warehouse. The Justification/Remarks field (see field [11]
in 14
FAH-1 Exhibit H-421.6-2) is a multi-use field and, even though the
requestors justification may already be entered here, the field can also be
used to provide instructions to the warehouse. In the exhibit, the
instructions are that the warehouse staff provide the general services office
with property numbers of items issued and property numbers and condition codes
of items turned in, so that property records changes can be made.
d. The request is then passed to the document control
clerk.
14 FAH-1 H-421.6-3(C) Document
Control
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
The request is assigned the next control number in the
nonexpendable property log, the number is entered on the requisition (see field
[4] in 14 FAH-1
Exhibit H-421.6-2), and an entry is made in the log.
14 FAH-1 H-421.6-3(D) Out of
Stock
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
If an approved item is temporarily out of stock, the
ordering office should be contacted and a substitute recommended, if one is
available. If a substitute is not available, the item should be deleted from
the request, and the ordering office advised of the due in date, and instructed
to reorder the item at that time.
14 FAH-1 H-421.6-3(E) Copy
Distribution
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
Forward the original to the warehouse for action. Keep a
copy in a pending file. When action is completed, place the original in the
appropriate residence file and discard the copy.
14 FAH-1 H-421.6-4 Warehouse
Action
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. After delivery has been made, the requisition should
be reviewed by a warehouse supervisor to ensure that the authorized individual
signed for receipt of the property (see field [23] in 14 FAH-1
Exhibit H-421.6-2). If it was not signed for, arrangements shall be made to
obtain the signature of the authorized individual.
b. Property turned in when new property is delivered is
signed for by a warehouse supervisor to confirm that all of the property to be
returned was received. The signature should be placed in the Description
field, since the individual receiving the new property will have used field [23]
(see 14
FAH-1 Exhibit H-421.6-2).
c. Property numbers of items issued and property
numbers and condition codes of items turned in, at posts using the
nonexpendable property application (NEPA), should be entered on the action
document in field [15] (see 14 FAH-1
Exhibit H-421.6-2).
d. Completed/signed originals of action documents are
returned to the general services office.
14 FAH-1 H-421.6-5 Posting to
Property Records
(CT:PPM-2; 07-27-2005)
(Uniform State/USAID)
a. Property records posting for residence furniture,
furnishings, and appliances issued, and any property turned in on the same
request document, are posted after the completed/signed original is returned to
the general services office. Item cost, as indicated on the property records,
may also be added to the request at this time.
b. Posting to the nonexpendable property application
(NEPA) for issued items consists of changing some of the data fields. For example,
when capitalized property is first issued from stock, the date is entered in
the Date Issued field.
c. Accountability records must be maintained for
turned-in property being held in the warehouse, pending its final disposition
(see 14 FAM 414.1-1). When changing the
record to reflect the warehouse as the new location for turned-in property on
NEPA, it is recommended that a sub-room location be established and identified
as "TURN-IN," and that the property be kept in this location until final
disposition of the property is made and transferred to other records (e.g.,
stock control records, disposal records, etc.). For property not on NEPA, it
is recommended that Form OF-131, Stock Control Card, be used to establish such
records. At this point, condition codes recorded on NEPA, for the property
numbers assigned by the warehouse for items issued, should be included on the
requisition.
d. The property records clerk will make the necessary
records adjustment, and will initial and date Form DS-584, Nonexpendable
Property Transaction in field [22] (see 14 FAH-1
Exhibit H-421.6-2).
14 FAH-1 H-421.6-6 Final Log
Entry
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
The date that the request was posted to the property
records should be entered in the control log, before the request is filled.
14 FAH-1 H-422 PROPERTY TURN IN
14 FAH-1 H-422.1 Expendable
Property
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
The return of expendable supplies to the warehouse/supply
room must be documented with Form DS-583, Expendable Supply Issue/Turn-In
Request, and must be authorized by the section supervisor. The requesting
office should keep a copy and submit the original to the general services
office. Supervisory authorization is necessary to prevent the return of supplies
that could be used elsewhere in the office.
14 FAH-1 H-422.1-1 Request
Preparation
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
Form DS-583, Expendable Supply Issue/Turn-In Request,
prepared for returning expendable supplies to the warehouse/supply room is
shown in 14
FAH-1 Exhibit H-422.1-1.
14 FAH-1 H-422.1-2 Document
Control
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
The request is assigned the next control number in the
expendable supply log, the number is entered on the request (see field [3]
on 14
FAH-1 Exhibit H-422.1-1), and an entry is made in the log.
14 FAH-1 H-422.1-3 Copy
Distribution
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
The original is forwarded to the warehouse/supply room for
pick up action, and the information copy is kept in a pending file until the
completed action office copy is returned.
14 FAH-1 H-422.1-4 Pick Up
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. When the supplies are picked up and returned to the
warehouse/supply room, the copy is signed and dated (see field [22] on 14 FAH-1
Exhibit H-422.1-1) by a warehouse/supply room supervisor to indicate that
all supplies listed on the request were received. The copy is then returned to
the general services office.
b. Serial numbers (in field [13]) and condition
codes (in field [14]) of any serial-numbered property turned in, and
item descriptions and condition codes (in field [14]) of other property
turned in, should also be entered on the document (see 14 FAH-1
Exhibit H-422.1-1).
c. The warehouse/supply room should screen the
supplies returned to determine which items can be put back into stock and which
should be disposed of. A Form DS-127, Receiving and Inspection Report, should
then be prepared, identifying the items, quantity, and unit of issue to be put into
stock, and the agency returning the items. Form DS-127 is sent to the general
services office where it is posted to the stock records and kept in a
"return to stock" file in support of the stock records. Items not
kept are disposed of in accordance with regulations.
14 FAH-1 H-422.1-5 Final Log
Entry
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
The date that the receiving report was posted to the stock
records should be entered in the log before the report is filed.
14 FAH-1 H-422.2 Nonexpendable
Property
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
The return of nonexpendable property to the warehouse must
be properly documented. An office or residence wishing only to turn in
property (not requesting new property to replace it) should contact the general
services office to request that the property be picked up. If the property is
in good condition, the accountable property officer (APO) may wish to reassign
the property rather than return it to the warehouse. If the property is to be
returned to the warehouse, the general services office should prepare Form
DS-584, Nonexpendable Property Transaction.
14 FAH-1 H-422.2-1 Request
Preparation
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
The 14 FAH-1
Exhibit H-422.2-1 is an example of Form DS-584, Nonexpendable Property
Transaction, prepared for turning in nonaccountable property.
14 FAH-1 H-422.2-2 Document
Control
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
The next control number in the nonexpendable property log
is assigned to the request (see field [4] on 14 FAH-1
Exhibit H-422.2-1) and a log entry is made.
14 FAH-1 H-422.2-3 Copy
Distribution
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
The original is forwarded to the warehouse for action and
the copy is kept in a pending file. When the completed original copy is
returned from the warehouse, the pending copy is discarded.
14 FAH-1 H-422.2-4 Warehouse
Action
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. When property is returned to the warehouse, a
warehouse supervisor signs for the property (field [23] in 14 FAH-1
Exhibit 422.2-1), to confirm that all property listed was received. Any
discrepancies should be noted in the description field.
b. So that changes can be made to the property records,
property numbers and condition codes at posts using the nonexpendable property
application (NEPA) should be entered on the action document (see fields [15]
and [19] on 14 FAH-1
Exhibit H-422.2-1).
c. The document is then returned to the general
services office.
14 FAH-1 H-422.2-5 Posting to
Property Records
(CT:PPM-2; 07-27-2005)
(Uniform State/USAID)
a. Property records are posted after the
completed/signed original is returned to the general services office.
b. Accountability records must be maintained for
turned-in property being held in the warehouse, pending its final disposition
(see 14 FAM 414.1-1). When changing the
record to reflect the warehouse as the new location, for turned-in property on
the nonexpendable property application (NEPA), it is recommended that a sub-room
location be established and identified as "TURN-IN," and that the
property be kept in this location until final disposition of the property is
made and transferred to other records (e.g., stock control records, disposal
records, etc.). For property not on NEPA, it is recommended that stock control
cards be used to establish such records.
c. The property records clerk will indicate that an
order has been posted by initialing and dating the Property Records field (see
field [22] in 14 FAH-1
Exhibit H-422.2-1).
14 FAH-1 H-422.2-6 Final Log
Entry
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
The date that the request was posted to the property
records should be entered in the control log before the request is filed.
14 FAH-1 H-423 REPAIR/MAINTENANCE OF
PERSONAL PROPERTY
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. The maintenance office, or the general services
office, if post has no maintenance office, should serve as control office for
repairs, and procedures must be established for documenting and directing all
requests for the repair of office and residence property to the control
office. Form DS-585, Nonexpendable Property Repair Work Order, is used for
such requests. Key repair data must be entered on the request document, and
the completed document must be routed to the general services office so that
maintenance records in the nonexpendable property application (NEPA) can be
updated. To prevent excessive repair costs, maintenance records should be
reviewed annually and repair information analyzed to identify trouble prone
items which should be destroyed.
b. If a maintenance office is handling
maintenance/repair requests, procedures should require that the maintenance
office direct a completed copy of each request to the general services office
for posting to the property records.
c. When it is necessary to obtain repair services from
commercial sources, authority should be designated in writing by the
accountable property officer (APO), or the maintenance officer as appropriate,
to a specific individual (with provision for an alternate in that individual's
absence) to arrange for the repairs. Only authorized individuals shall make
such arrangements.
d. If an item cannot be repaired on the premises and
must be removed to another location for repair, the removal action must be
documented and the property's new location recorded. Rather than make a
property record adjustment to track the item (since the removal of the property
for repair might be for a short time only), it is recommended that a pending
temporary location file be set up. A memorandum, approved by the APO, should
be prepared and placed in this pending file. The memorandum should include the
assigned property location, the property number, item description, and the
item's temporary location. If a replacement item is temporarily assigned
pending return of the item being repaired, this information and the property
number of the replacement item should also be included in the memorandum.
e. If the item cannot be repaired and a new item is
permanently assigned to the location, this action must also be documented.
14 FAH-1 H-423.1 Office Property
14 FAH-1 H-423.1-1 Requesting
Services
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
Procedures should be established for telephone requests
for repair and maintenance of office furniture and equipment to expedite these
actions and keep down time to a minimum. Offices should be given a single
telephone number to call when repair or maintenance is needed. The approval of
the office supervisor should be obtained before placing a repair call.
14 FAH-1 H-423.1-2 Control Office
Action
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. Work order preparation: When a call for
repair services is received by the control office, Form DS-585, Nonexpendable
Property Repair Work Order, should be prepared for each item to be serviced.
All of the pertinent information needed to initiate action should be recorded
on the form (fields [1] through [3], [5] through [10],
[12], and [13] in 14 FAH-1
Exhibit H-423.1-2, and the approving officer signs in field [11].
The request is assigned the next control number in the office equipment repair
log. The number is entered on the request (field [4] on the exhibit),
and an entry recording the agency/office requesting the services is made in the
log.
b. Internal work: If the post has in-house
repair capability, the original of the work order is given to the repairperson,
and a copy is kept on file in the control office for monitoring and follow-up
purposes, until action is complete and the signed original is returned.
c. External work: If repair work is to be done
by a commercial repairperson, the date scheduled should be entered on Form
DS-585 (field [15] on 14 FAH-1
Exhibit H-423.1-2) when arrangements are made. If the control office is
the general services office, the original is held, for monitoring purposes,
until repairs are completed and accepted. The copy is then discarded. If the
control office is the maintenance office, the original is held, for monitoring
purposes, until repairs are completed and accepted. If the maintenance office
is not keeping a permanent repair order file, the copy may be discarded.
14 FAH-1 H-423.1-3 Repairperson
Action, Internal Work
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
Upon completion of work, the repairperson uses Form
DS-585, Nonexpendable Property Repair Work Order, to enter a brief description
of the repairs performed, list the parts used and their cost, indicate the time
spent on repairs, and sign and date the form (see field [14] in 14 FAH-1
Exhibit H-423.1-2). If the repairperson is unable to perform the work, he
or she should indicate this in the comments field, and sign, date, and return
the copy to the control office.
14 FAH-1 H-423.1-4 Receipt
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. Internal work: When the repair work is
completed, the repairperson should require the individual receiving the
services to indicate whether repairs are satisfactory by signing and dating the
work order (field [16] in 14 FAH-1
Exhibit H-423.1-2). If repairs were not satisfactory, an explanation
should be included in the comments part of field [16]. The repairperson
then returns the work order to the control office.
b. External work: When the work is completed,
the repair person should leave a copy of the commercial work order with the
individual receiving the services. That individual should then note on the
work order whether the repair is satisfactory by signing and dating. If
repairs are not satisfactory, this should also be indicated on the work order.
The work order is then forwarded to the control office.
14 FAH-1 H-423.1-5 Final Control
Office Action
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. Internal work:
(1) When the completed work order is returned to the
control office, the total labor cost, based on the number of work hours
indicated by the repairperson, should be computed and entered on the work order
(field [14] on 14 FAH-1
Exhibit H-423.1-2);
(2) If the control office is the general services
office, the original is forwarded to the property records clerk for updating
the property maintenance record, and the copy is discarded. If the control
office is the maintenance office, the original is forwarded to the property
records clerk. If the maintenance office is not keeping a permanent repair
order file, the copy may be discarded;
(3) The property records clerk should initial and date
the work order (field [17] in 14 FAH-1
Exhibit H-423.1-2) upon completion of property records update.
b. External work:
(1) Upon completion of repairs, the control office
completes the work order Form DS-585, Nonexpendable Property Repair Work Order,
so that the property records clerk will have a work document for updating the
maintenance record. Any additional information needed to complete the work
order can generally be obtained from the completed commercial work order left
by the repairperson;
(2) If the control office is the general services
office, the original is forwarded to the property records clerk. If the
control office is the maintenance office, the original of Form DS-585 and a
copy of the commercial work order are sent to the property records clerk. If
the maintenance office is not keeping a permanent file on repair work orders, the
copy may be discarded;
(3) If the work order does not include the cost, the
general services office can obtain the cost when the invoice is received.
Since the invoice will generally go directly to the budget and fiscal office
(B&F), the general services office should make arrangements with B&F to
send a copy to the general services office. If a copy is not forthcoming
within a reasonable period of time, the general services office should obtain a
copy from B&F;
(4) The property clerk initials and dates the work
order (field [17] in 14 FAH-1
Exhibit H-423.1-2) when the property maintenance record has been updated;
(5) Completed work orders and copies of commercial
work orders left by the repairman are maintained on file for one year. These
signed copies will verify satisfactory receipt of services.
14 FAH-1 H-423.1-6 Final Log
Entry
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
The request completion date should be entered in the
control log before the request is filed.
14 FAH-1 H-423.2 Residence Property
14 FAH-1 H-423.2-1 Requesting
Services
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
A resident requesting the repair of residence furniture or
appliances should prepare Form DS-585, Nonexpendable Property Repair Work
Order, and submit to the control office. Provision should be made for
telephone requests to cover emergencies, in which case the general services
office should prepare the work order.
14 FAH-1 H-423.2-2 Control Office
Action
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. When the work order is received by the control
office, it should be reviewed to assure that the requestor has completed all
required fields. If the request is incomplete, it should be returned with
appropriate instructions, or the requestor should be contacted to obtain the
required information. When accepted, the approving officer signs in field [11]
on 14
FAH-1 Exhibit H-423.1-2). The request is assigned the next control number
in the office equipment repair log, the number is entered on the request (field
[4] on the exhibit), and an entry is made in the log.
b. Internal work: If the post has in-house
repair capability, the original of the work order is given to the repairperson,
and the copy is kept on file in the control office for monitoring purposes,
until action is complete and the signed original is returned.
c. External work: If repair work is to be done
by a commercial repairperson, the date scheduled should be entered on Form
DS-585, Nonexpendable Property Repair Work Order (field [15] on 14 FAH-1
Exhibit H-423.1-2), when arrangements are made. If the control office is
the general services office, the original is held until repairs are completed
and accepted. The copy is discarded. If the control office is the maintenance
office, the original is held until repairs are completed and accepted. If the
maintenance office is not keeping a permanent repair work order file, the copy
may be discarded.
14 FAH-1 H-423.2-3 Repairperson
Action, Internal Work
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
Upon completion of work, the repairperson enters a brief
description of the repairs performed, lists any parts used and parts cost,
indicates the amount of time spent on repairs, and signs and dates (see field [14]
on 14
FAH-1 Exhibit H-423.1-2). If the repairperson is unable to perform the
work, he or she should indicate this in the comments field, and sign, date, and
return the copy to the control office.
14 FAH-1 H-423.2-4 Receipt
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. Internal work: When the repair work is
completed, the repairperson should require the resident, or individual
authorized to sign for the resident, to indicate whether repairs are
satisfactory by signing and dating the work order (see field [16] on 14 FAH-1
Exhibit H-423.1-2). If repairs were not satisfactory, an explanation
should be included in the comments part of field [16]. The repairperson
then returns the work order to the control office.
b. External work: When the work is completed,
the repairperson should leave a copy of the commercial work order with the
individual receiving the services. That individual should then note on the
work order whether the repair is satisfactory by signing and dating. If
repairs are not satisfactory, this should also be indicated on the work order.
The work order is then forwarded to the control office.
14 FAH-1 H-423.2-5 Final Control
Office Action
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. Internal work:
(1) When the completed work order is returned to the
control office, the total labor cost, based on the number of work hours
indicated by the repairperson, should be computed and entered on the work order
(field [14] on 14 FAH-1
Exhibit H-423.1-2);
(2) If the control office is the general services
office, the original is forwarded to the property records clerk for updating
the property maintenance record, and the copy is discarded. If the control
office is the maintenance office, the original is forwarded to the property
records clerk. If the maintenance office is not keeping a permanent repair
work order file, the copy may be discarded;
(3) The property records clerk should initial and date
the work order (field [17] on 14 FAH-1
Exhibit H-423.1-2) upon completion of property records update.
b. External work:
(1) When repairs are finished, the control office
completes Form DS-585, Nonexpendable Property Repair Work Order, so that the
property records clerk will have a work document for updating the property
maintenance record. Any additional information needed to complete the work
order can generally be obtained from the completed commercial work order left
by the repairperson;
(2) If the control office is the general services
office, the original is forwarded to the property records clerk for updating
the property maintenance record. If the control office is the maintenance
office, the original of Form DS-585 and the copy of the commercial work order
are sent to the property records clerk. If the maintenance office is not
keeping a permanent repair work order file, the copy may be discarded;
(3) If the work order does not include the cost, the
general services office can obtain the cost when the invoice is received.
Since the invoice will generally go directly to the budget and fiscal office
(B&F), arrangements should be made with B&F to send a copy to the
general services office. If a copy is not forthcoming within a reasonable
period of time, the general services office should obtain a copy from B&F;
(4) The property records clerk initials and dates the
work order (field [17] on 14 FAH-1
Exhibit H-423.1-2) when the property maintenance record has been updated;
(5) Completed work orders and copies of commercial
work orders left by the repairperson are maintained on file for one year.
These signed copies will verify satisfactory receipt of services.
14 FAH-1 H-423.2-6 Final Log
Entry
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
The completion date should be entered in the control log
before the original is filed.
14 FAH-1 H-424 LOAN OF PROPERTY
14 FAH-1 H-424.1 General
(CT:PPM-2; 07-27-2005)
(Uniform State/USAID)
Nonexpendable property may be loaned, on a temporary
basis, to other U.S. Government agencies, to U.S. Government employees, and to
commissary/mess/recreational facilities and U.S.-sponsored schools abroad.
Loans may be made to employees for official use (e.g., signing out a laptop to
work from ones residence) or to provide an authorized benefit (e.g., to
furnish U.S. Government-provided housing). The length of the loan shall not
exceed 90 days and must be approved by the posts property management officer
(PMO). Loans exceeding 90 days also require the approval of the property
management officer (PMO) (see 14 FAM 412.4-2). Employees,
including contract personnel (see FAR Part 45.5), may be held financially
liable for loaned property if it is stolen, damaged, lost, or destroyed as a
result of negligence, improper use, or willful action on the part of the
recipient. Loans to other agencies shall be documented in a memorandum of
understanding under which the borrowing agency agrees to reimburse the lending
agency for loss of or damage to the loaned property.
14 FAH-1 H-424.2 Requests for Loans
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
Requests for property loans should be submitted to the
accountable property officer (APO) by memorandum, and should include the name
of the individual or organization requesting the loan, reasons the property is
needed, and length of time that the property is required. The memorandum must
be signed by the chief of the appropriate office, or by the occupant (employee)
of the appropriate residence.
14 FAH-1 H-424.3 Loan Approval and
Control
(CT:PPM-2; 07-27-2005)
(Uniform State/USAID)
a. State only: Document preparation: Form
DS-584, Nonexpendable Property Transaction, shall be used to document and
control property loans. Form DS-584 shall be prepared for each loan, listing
all items included in the loan.
b. USAID only: Document preparation under the
International Cooperative Administrative Support Services (ICASS) system: When
management of USAID property is the responsibility of the embassy, Form DS-584,
Nonexpendable Property Transaction, may be used, and should reflect USAIDs
Object Class and Control numbers.
c. USAID only: Document preparation: Form
OF-130, Personal Custody Receipt, is the official document for recording
short-term loans (see 14 FAH-1
Exhibit H-424.3c). Although Form OF-130 was developed for documenting
temporary loans, other formats may be designed and used at post in special
cases. For example:
(1) At missions where employees take frequent field
trips, a special format listing all camping equipment may be designed and used;
and
(2) Usually, requests for long-term loans are for
items such as water heaters, ranges, or electrical equipment. Requests for
long-term loans from other U.S. Government agencies should be accompanied by a
purchase order from the borrowing agency, showing that a like item has been
ordered. Other items to consider are:
(a) Issue only items which are in good condition and can
be used immediately. Request maintenance personnel to check gas or electrical
equipment and make any necessary adjustments before the equipment is issued or
when it is first installed. For example, they should adjust flame on gas
ranges, set thermostat on water heaters, and add proper electrical plug to
lamps or other equipment; and
(b) Make sure all property being issued is marked with
the name of the owning agency (USAID). This helps ensure proper record keeping
and prevents errors during inventories.
d. Approval:
(1) State only: The accountable property
officer (APO) retains one copy of Form DS-584, Nonexpendable Property
Transaction, on file (to be disposed of when the original is returned) and
forwards the original to the property management officer (PMO) for approval or
disapproval. If the loan request is not approved, the PMO indicates reason in
the Remarks field (field [11] in 14 FAH-1
Exhibit H-424.3a). If the loan request is approved, the PMO signs in the
Approving Officer field (field [13] in 14 FAH-1
Exhibit H-424.3a). The Form DS-584 is then returned to the APO, and a copy
of the document provided to the loanee;
(2) USAID only: Upon the property management
officers (PMOs) or USAID principal officer's approval of Form OF-130, the APO
retains one copy of Form OF-130 on file. At least one copy of Form OF-130
should be distributed to the individual receiving the property; the records
clerk for inclusion in the office or residential inventory file after posting
and issuing; and the warehouse clerk for inclusion in the chronological file,
and to record the reduction of warehouse stock. The warehouse clerk may
require two copies of the document;
(3) Loans for more than 90 days shall also be
forwarded to PMO for approval or disapproval (see 14 FAM 412.4-2);
(4) If the length of a long term loan to
commissary/mess/recreational facility or school abroad is substantial, posts
should consider a permanent transfer of the property to that activity.
e. Large-quantity loan:
(1) State only: When the loan request involves
a large amount of property, (e.g., when furniture is loaned to another agency
in an emergency, pending receipt by that agency of property on order) the APO
may attach a nonexpendable property application (NEPA) printout of the items
attached to Form DS-584, and forward for action. Posts not using NEPA may use
additional copies of Form DS-584, or may prepare a separate listing of the
property to attach to Form DS-584;
(2) USAID only: For large loan amounts to
another agency in an emergency, or for setting up operations at post, the APO
is not required to use Form OF-130, which is the standard form used to document
loans to U.S. Government agencies and individuals. The APO may instead require
the use of the mission's standard issue/turn-in form to document the loan. Sometimes
the issue to other agencies may last longer than 90 days. Nevertheless, they
are considered temporary or short term loans and require approval as in 14 FAM 412.4-2. Many missions may
develop special formats for issuing hospitality kits to newly arrived
employees.
f. Loan action:
(1) If a loan request is disapproved, the APO should
immediately notify the requestor and dispose of Form DS-584;
(2) If the loan request is approved, the APO should
arrange for the delivery or pick up of the property. The recipient must sign
and date Form DS-584 (field [23] in 14 FAH-1
Exhibit H-424.3a), upon receipt;
(3) The signed original is retained in a suspense
file for monitoring purposes. The forms should be filed in chronological
order, using the "Date Loan Ends" as a guide.
14 FAH-1 H-424.4 Accountability
Records
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
Accountability responsibility for loaned property does not
change. Do not delete the loaned property from the active accountability
records. For accountability purposes, and to avoid property on loan from being
overlooked, an entry in the record of each item should be made stating that the
item is on loan. The nonexpendable property application (NEPA) and USAIDs
automated property system can do this in the remarks field of any property
record.
14 FAH-1 H-424.5 Monitoring the
Loan
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
The accountable property officer (APO) should ensure that
Form DS-584, Nonexpendable Property Transaction, on file is monitored regularly
for upcoming due dates (refer to field [5], Date Loan Ends, in 14 FAH-1
Exhibit H-424.3a). The employee or organization in possession of the
property should be notified two weeks before the due date that the loan period
is about to expire.
14 FAH-1 H-424.6 Loan Extension
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. Requests for a loan extension should be submitted by
memorandum to the accountable property officer (APO). Before taking action on
the request, the property should be inspected to make certain that it is still
in good condition. The APO then forwards Form DS-584, Nonexpendable Property
Transaction, on file for that loan, to the property management officer (PMO)
for approval, advising the PMO of the condition of the property.
b. Requests for extensions to loans initially approved
by the PMO must again be approved by the PMO.
14 FAH-1 H-424.7 Return of Property
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. When the property is returned, it must be inspected
to make certain that it is the property listed on Form DS-584, Nonexpendable
Property Transaction, or Form OF-130, Personal Custody Receipt, used by USAID,
and to determine its condition. If several items were loaned and not all of
the items are returned, Form DS-584 or Form OF-130 must be annotated to
indicate which items were returned.
b. When all of the property has been returned and
accepted, Form DS-584 or Form OF-130 is given to the employee.
14 FAH-1 H-425 AUTHORIZATION TO REMOVE
PROPERTY FROM BUILDINGS
14 FAH-1 H-425.1 General
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. It is recommended that Form OF-7, Property Pass, be
used to control removal of property from the building. Building guards should
not allow removal of property from the building unless the individual with the
property is in possession of such a pass.
b. Removal of property from a building other than the
building indicated on the Form OF-7 should not be allowed. If authorization
has been granted to transport property between buildings, this should be
indicated on the Form OF-7.
c. A property pass should be limited to a single
removal. If daily removals have been authorized for a period of time, this
should be indicated on the pass.
d. The loss of a Form OF-7 shall be immediately
reported to the approving officer.
14 FAH-1 H-425.2 Property Pass
Procedures
14 FAH-1 H-425.2-1 Implementation
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. Removal for use outside the office: If property on
loan to an individual is to be removed from the building, a property pass must
be issued, in addition to Form DS-584, Nonexpendable Property Transaction. If
the property to be removed is property that is assigned to the office in which
the individual works, the individual should prepare Form OF-7, Property Pass,
and have it signed by the supervisor. If the property was issued from a
central supply, the general services office should prepare Form OF-7 and the
accountable property officer (APO) should sign.
b. Removal for repair: If property is being removed
from an office for repair, the supervisor of the office to which the property
is assigned should sign Form OF-7.
14 FAH-1 H-425.2-2 Copy
Distribution
(CT:PPM-1; 08-11-2004)
(Uniform State/USAID)
a. Original: The original is surrendered to the
guard at the building exit. Arrangements should be made with the guard to
forward these copies to the accountable property officer (APO) on a weekly
basis. To promote better removal control, the APO should return the originals
to the issuing office for verification that the passes are valid.
b. First copy: The first copy should be
retained by the office issuing the pass. Once the property has been returned,
the pass may be discarded.
c. Second copy: The second copy should be
retained by the person having custody of the property, as evidence of that
person's right to possess the property. When the property is returned, the
copy should be returned to the individual who signed the pass. The copy may
then be discarded.
14 FAH-1 H-426 THROUGH H-429 UNASSIGNED
14 FAH-1 Exhibit H-421.4-2
PREPARATION OF FORM DS-583 FOR
ORDERING EXPENDABLE SUPPLIES
(CT:PPM-1;
08-11-2004)
Data Field Preparation Instructions for Form
DS-583
The preparation instructions below provide guidance for
ordering offices on which data fields on the form should be completed. Data
field numbers correspond to the circled numbers on the exhibit. Data fields
not addressed do not apply. If a continuation sheet is necessary,
ordering offices are to use Form DS-583a, Expendable Supply Issue/Turn-In
Request (Continuation Sheet).
Data
Field
[1] Action
Place an "X" in this field to indicate that this
is a supply issue request.
[2] Page
Enter the page number and the total number of pages
included in the request. For example, on a three page request, the entry for
the original would be page 1 of 3, the second, page 2 of 3, etc.
[4] Requesting Office
Office submitting the request.
[5] Contact Name
The name of the individual who prepared the request and
who will be the contact for the general services office is entered here.
[6] Agency
Agency submitting the request.
[7] Date
The date the request is prepared.
[8] Building
The building to which the supplies are to be delivered.
[9] Room
The number of the room to which the supplies are to be
delivered.
[10] Telephone Number
Telephone number of the person to be contacted by the
general services office, if necessary. This generally will be the person
indicated in field [5].
[11] Authorizing Officer
The office supervisor signs.
[12] Justification
On requests for items that will require procurement
action, a justification supporting the request is entered.
[13] Stock Number
On requests for stock items, enter the stock numbers
obtained from the stock catalog or stock list in this field.
[14] Description
On requests for stock items, enter the item description
obtained from the stock catalog or stock list. On requests for items not in
the catalog, include as complete a description as possible.
[15] Unit Issue
The item unit of issue. On requests for stock items,
enter the item unit of issue as indicated in the stock catalog or stock list.
[16] Quantity
The quantity being requested.
[17] Cost
On requests for stock items, enter cost per unit of issue
unit as indicated in stock catalog or stock list. For items not in the stock
catalog, enter an estimated cost if the actual cost is unknown.
[18] Total Line Item Cost
Compute total line item cost (quantity requested times
unit cost) and enter here.
[19] Total Cost
Compute total order cost and enter here.
14 FAH-1 Exhibit H-421.4-3(C)
GENERAL SERVICES OFFICE INPUT TO FORM DS-583
(CT:PPM-1; 08-11-2004)
General Services
Office Input to Form DS-583
A stock request is assigned the next control number in the
expendable supply log, the number is entered on the request (see data field [3]),
and an entry is made in the log. The request is then passed to the stock
control clerk for posting to the records. When the stock control clerk has
completed the posting, the stock control clerk will initial and date Form
DS-583 in data field [21].
14 FAH-1 Exhibit H-421.5-2
FORM DS-584
NONEXPENDABLE PROPERTY TRANSACTION (ISSUE/TURN IN OF OFFICE PROPERTY)
(CT:PPM-1;
08-11-2004)
Data Field Preparation Instructions
The data field numbers below correspond to the circled
numbers in each field of the exhibit. Data fields not addressed do not
apply.
Data Field
[1] Date
Enter the date that the request is prepared.
[2] Property Type
Enter an "X" to indicate whether office or
residence property is involved.
[3] Action
Place an "X" to indicate the action required.
In the exhibit an "X" has been placed in the Issue field and in the
Turn-In field to indicate that this is a request for a property issue and that
old property will be turned in.
[6] Requestor's Name
The name of the individual submitting the request.
[7] Post/Agency
If the request is from an agency other than State,
identify the agency.
[8] Office
The requestor's office.
[9] Room Number
Number of the room to which property is being delivered.
[10] Telephone Number
The requestor's telephone number.
[11] Justification/Remarks
Explain why the property is needed. The general services
office uses this field for any instructions to the warehouse. At posts using
the nonexpendable property application (NEPA), the warehouse should be
instructed to enter property numbers of items issued. If property is also
being turned in, warehouse personnel should be instructed to enter property
numbers and condition codes of turned-in property.
[12] Authorizing Officer Signature
The individual authorized to sign requests for the
ordering office will sign.
[14] Deliver/Ship To
Identify the building to which the property is to be
delivered.
[15] Property Number
If the item issued is on NEPA, the warehouse should be
instructed to enter the property numbers of the items issued so that property
record changes can be made. This field is also used by the warehouse staff to
record the property numbers of any turned-in property.
[16] Serial Number
The warehouse staff should enter any serial numbers on
property turned in or issued.
[17] Description
Enter the item description(s). Include as complete a
description as possible.
[19] Condition
At posts using NEPA, the general services office should
enter the condition codes recorded for all property numbers (both issue and
turn in) entered by the warehouse when the completed original is returned.
14 FAH-1 Exhibit H-421.6-2
FORM DS-584
NONEXPENDABLE PROPERTY TRANSACTION
(ISSUE/TURN IN OF RESIDENTIAL PROPERTY)
(CT:PPM-1;
08-11-2004)
Data Field Preparation Instructions for Form
DS-584
The data field numbers below correspond to the circled
numbers in each field on the exhibit.
Data Field
[1] Date
Enter the date that the request is prepared.
[2] Property Type
Enter a "X" to indicate whether office or
residence property is involved.
[3] Action
Place an "X" in the appropriate field to
indicate the action required.
[6] Requestor's Name
Enter the name of the resident (or someone designated by
the resident to coordinate delivery and/or sign for receipt of the property).
[7] Post/Agency
If the request is from an agency other than State,
identify the agency.
[10] Telephone Number
The resident's telephone number.
[11] Justification/Remarks
Enter the reasons for needing the property. The requestor
should also provide any special instructions concerning delivery. For example,
an appointment may be required to gain access to the premises. The general
services office includes any instructions to the warehouse in this field. At
posts using the nonexpendable property application (NEPA), the warehouse should
be instructed to enter property numbers of items issued (based on condition
codes indicated in property records, the general services office should include
condition codes for the property numbers assigned by the warehouse, when the
completed original is returned). If property is also being turned in,
warehouse personnel should be instructed to enter property numbers and
condition codes of turned-in property (at posts using NEPA).
[12] Authorizing Officer Signature
The requestor signs.
[14] Deliver/Ship To
Enter residence identification (i.e., OBO designation,
address, apartment number, etc.).
[15] Property Number
If the item issued is on NEPA, the warehouse should be
instructed to enter the property number so that property record changes can be
made. This field is also used by the warehouse staff to report the property
numbers of items turned in.
[16] Serial Number
The warehouse staff should enter any serial numbers of
nonaccountable property issued or turned in.
[17] Item Description
The description of the item(s) required. Include as
complete a description as possible.
[19] Condition
Since the occupant is financially responsible for property
damage caused by the occupant or members of the occupant's household, it is
important that the condition of property issued to the residence be recorded.
If the item issued is on NEPA, the general services office should enter the
condition code recorded for the property number assigned by the warehouse when
the completed original is returned. If the item issued is on property cards,
the warehouse should enter the item's condition code.
NOTE: In the lower part of the form, the warehouse
should also use this field to record the condition of any property turned in.
14 FAH-1 Exhibit H-422.1-1
FORM DS-583
EXPENDABLE SUPPLY ISSUE/TURN-IN REQUEST
(CT:PPM-1;
08-11-2004)
Data Field Preparation Instructions for Form
DS-583
The instructions below provide guidance on which fields
should be completed. The data field numbers correspond to the circled numbers
in each field on the exhibit. Data fields not addressed here do not
apply:
Data Field
[1] Action
Place an "X" in this field to indicate that this
is a request to have supplies picked up and returned to stock.
[2] Page
The page number and total number of pages in the request
are entered here.
[4] Requesting Office
Enter office submitting the request.
[5] Contact Name
The name of the individual submitting the request, who
will be the contact for the general services office, is entered here.
[6] Agency
Enter agency submitting the request.
[7] Date
Enter the date the request is prepared.
[8] Building
Identify the building from which the supplies are to be
picked up.
[9] Room
Enter the room from which the supplies are to be picked
up.
[10] Telephone Number
Enter the telephone number of the person to be contacted
by the general services office, if necessary.
[11] Authorizing Officer
The individual authorized to sign requests for the office
will sign.
[14] Description
Enter the description of supply items to be turned in.
[15] Unit Issue
Enter the item unit of issue.
[16] Quantity
Enter the quantity being returned.
14 FAH-1 Exhibit H-422.2-1
FORM DS-584
NONEXPENDABLE PROPERTY TRANSACTION
(TURN IN OF OFFICE PROPERTY)
(CT:PPM-1; 08-11-2004)
Data Field Preparation Instructions for Form
DS-584
The instructions below provide guidance on which fields on
the form should be completed. The data field numbers correspond to the circled
numbers in each field on the exhibit. The requestor should keep a copy and
forward the original to the general services office.
Data Field
[1] Date
Enter the date form is prepared.
[2] Property Type
Enter an "X" in the appropriate field to
indicate whether office or residence property is involved.
[3] Action
Place an "X" in the Turn In field.
[4] Control/Auth Number
Assign the next control number in the nonexpendable
property log.
[6] Requestor's Name
The name of the individual submitting the request.
[7] Post/Agency
If the request is from an agency other than State,
identify the agency.
[8] Office
The requestor's office.
[9] Room Number
Enter the room number where the property is located.
[10] Telephone Number
The requestor's telephone number.
[11] Justification/Remarks
Enter any instructions to warehouse personnel.
[12] Authorizing Officer
The individual authorized to sign requests for the
ordering office will sign.
[14] Deliver/Ship to
Enter building where property is located.
[15] Property Number
At posts using the nonexpendable property application
(NEPA), this field will be used by the warehouse staff to report the property
numbers of any items turned in.
[17] Item Description
Enter the description(s) for the items to be picked up.
At posts using NEPA, a separate line entry should be made for each individual
item turned in, so that a property number and condition code for each item can
be recorded.
14 FAH-1 Exhibit H-423.1-2
FORM DS-585
NONEXPENDABLE PROPERTY REPAIR
WORK ORDER
(CT:PPM-1;
08-11-2004)
14 FAH-1 Exhibit H-424.3a
FORM DS-584
NONEXPENDABLE PROPERTY
TRANSACTION (LOAN)
(CT:PPM-1; 08-11-2004)
Data Field
Preparation Instructions for Form DS-584
The data field numbers below correspond to the circled
numbers in each field on the exhibit. Any field not addressed in the
instructions should be left blank. When using the nonexpendable property
application (NEPA) or when serialized items are involved, a line entry for each
item should be made (the serial number should be part of the item description).
Data
Field
[1] Date
The date the loan begins.
[3] Action
Place an "X" in the Loan field to indicate that
this is a property loan.
[5] Loan Information Date Loan Ends
Enter the date that the loan expires. Refer to this date
when monitoring the loan to ensure the property is returned on time. Date
returned is the date the property is returned and accepted. The property must
be inspected immediately upon return and, if discrepancies are discovered, this
entry is delayed until the discrepancies are resolved.
[6] Requestor's Name
The individual to whom the loan is made.
[7] Post/Agency
Enter the agency name.
[8] Office
The office of the individual requesting the loan.
[10] Telephone Number
The telephone number of the individual requesting the
loan.
[11] Justification/Remarks
Requisitioner enters justification. Is also used for
property management officer (PMO) comments, if the loan is rejected.
[13] Approving Officer Signature
If the loan request is approved, the PMO signs and dates.
[15] Property Number
Enter the NEPA property number, when appropriate.
[16] Serial Number
If a serialized item is involved, enter the serial number.
[17] Description
Enter the description(s) of the item(s) being loaned. Use
the description as it appears in NEPA.
[18] Quantity
When using NEPA or when entering a serialized item, leave
this field blank, since each line will be a one-item entry. Otherwise, enter
the line item quantity being loaned.
[19] Condition
Enter the property items condition.
[20] Unit Cost
Cost of each item as recorded in the property records.
[21] Total Cost
Enter the total line item cost.
[23] Receipt
The individual to whom the property is loaned signs and
dates. If property is loaned to another agency for general use, the other
agency's responsible officer signs and dates.
14 FAH-1 Exhibit H-424.3c
FORM OF-130
PERSONAL CUSTODY PROPERTY RECEIPT (USAID ONLY)
(CT:PPM-1;
08-11-2004)
(USAID Only)
Data Field Preparation Instructions for Form
OF-130
The data field numbers below correspond to the circled
numbers in each field on the form.
Data
Field
[1] Name
Enter the name of the person who actually is borrowing the
property.
[2] Telephone
Enter the telephone number of the person borrowing the
property.
[3] Office or Division
If the employee receiving the property is borrowing it for
their personal use, enter the office or division for which the employee works.
Also, whenever the employee does not work for USAID, enter the agency. If the
employee receiving the property is to deliver it for someone else's use, enter
the office or division and agency (if not USAID) of the person who actually is
borrowing the property.
[4] Charge Out or Loan Date
Self-explanatory.
[5] Expiration Date
Date the property is to be returned.
[6] Identification Number
If the property has a serial number, list the serial
number in this column. Always list each serialized item on a separate line.
If the property does not have a serial number, enter the Control Number for the
item here. Place the letters "CN" before each Control Number for
easy identification of these numbers.
[7] Property Number
List the number recorded on the items bar code label, if
applicable.
[8] Description
For serialized property, use the description listed in
NEPA, or on the stock control card.
[9] Quantity
Enter the number of items being loaned (for serialized
items, the number in this column will always be "1").
[10] Value
For serialized property, enter the amount listed from NEPA
or the stock control card. For nonserialized property, enter the most recent
value listed in the Average Unit Cost field of the item's stock control card. NOTE:
Whenever the number in the Quantity field on the Form OF-130 is greater than
one, place the total value of the items in the Value field.
[11] Date Returned
Self-explanatory.
[12] Approving Officer Signature and
Date
Self-explanatory. NOTE: When Form OF-130 has been
completed, place it in a Kardex file or a 5 x 8 file box with other personal
custody receipts.
[13] Recipient Signature
Signature of borrower.